Job Description

Title: Credit Control Executive Department: Credit Control Dept.

Agreed Job Holder: Grade:

Agreed Manager: Credit. Control Manager Date: January 2020

1. JOB PURPOSE

Maintain accurate and detailed records of the indebtedness of individual customers; Apply OTC policy and collection treatment effort to secure settlement of outstanding receivables in accordance with agreed terms by retaining the customer. Ensure the integrity and cleanliness of the Sales Ledger is maintained at all times.

2. PRINCIPAL ACCOUNTABILITIES

1. Achievement of DOS Target: In conjunction with the credit control manager to set and monitor monthly collection targets by territory / provincial service centre.

2. Customer Service: Ensure distribution of invoices and statement of account to all credit customers within a pre-determined time frame. Allocation of customer payments against relevant invoices, following up on part payments where necessary. Handle customer account queries by logging in sun collect note, contact more than 60 customers per day via telephone or email(if customer is not reachable on phone),Encourage customer to register on MyBill to get invoices online.

3. Collections management : collecting on accounts, calling, dunning letters, processing customer payments, data maintenance of customer ledger

4. Managing bad debts : evaluating the creditworthiness and risks of new or existing customers ; collecting on overdue accounts ; dealing with customer goodwill write-offs and overseeing customer bankruptcy matters

5. Customer dispute management : dealing with queries ; resolving billing disputes ; issuing credit/debit notes

6. Account Reconciliation: Specific responsibility for the Area Independent Business Unit (i.e. DHA, RUH, JED), to ensure that all accounts maintained in this ledger are reconciled and reviewed with provincial credit control manager and kept up to date.

7. Pricing: Liase with Query Handler and Sales regarding incorrect pricing within IBS, to advise Sales Administration to update IBS with the correct rates where incorrect rates have been noticed.

8. Debt Analysis: Review Aged Debt Analysis with each Territory Manager and Sales to establish existing and potential bad debt exposure, making recommendations by customer to minimise bad debt exposure. Distribution of >60 days aged debts ledger to Sales and Territory Manager.

9. Process optimization : improve Order-To-Cash process to ensure all invoices are accurately and submitted to customers in a timely manner ; support the business to analyse the order-to-cash process to reduce revenue leakages, risks and inefficiencies and so increase profitability and reduce customer complaints ; assess the impact of changes in business and system processes onto quality of order-to-cash process ; review and spread best practices ; develop countermeasures to address root causes of problems, risks and inefficiencies ; follow up and review results ; proactively identify new risks through regular process and system walk-throughs.

10. Sales Ledger Maintenance: Preparation of bad-debt write off form and accounts to move to legal in conjunction with the Credit Control Manager, which should be sent to the Customer Accounting Manager to submit to CFO for approval.

11. Customer Credit Management: In conjunction with the Area Sales Manager and the National Sales Manager co-ordinate and distribute credit suspension letter. Prepare weekly credit suspension listing as per the National Credit and Receivables Policy.

3. NATURE AND SCOPE

a) Context: Maintaining DSO as per the set targets. Achieving monthly collection target. Collecting old debts (60-120 days) reducing and maintaining aged debts in 30, 60, 90 and 120 days to the minimum.

b) Reporting Relationships: The Credit Controller reports to the Credit Control Manager. The credit control department consist of one Credit Control Manager in each province and Credit Controllers based on MENA segmentation threshold in located in all 3 province.

c) Contacts: The Credit Controller is frequently in contact with external customers by telephone, credit control manager and manager sales and other departments. There are regular ledger review meetings between the credit controllers and manager within the department, with customers, sales and couriers.

d) Problem Solving: Analyses difficult account problems to identify the causes and suggest solutions. Interprets financial information accurately.

e) Decision Making: Effective collection method to be applied to certain customers. Release of collection letters 1^st reminder and Final reminder based on guidelines on treatment plan after consulting with the sales department. Suspension of credit facilities once OTC policy is followed to be submitted to Credit Control Manager approval, All MNC and Key Accounts must be reviewed and agree with Sales Manager before applying stop credit. Potential write off to be submitted to CCM.

f) Planning and Organisation: To plan and forecast the monthly collection target accurately. Organise and monitor the territory to reduce and maintain DOS to the minimum.

g) Job Challenge:

· Collecting old debts (60-120 days and above)

· Customer visits as and when require.

· Solve sales and other problematic issues and ensure that the payment is made by the end f the month.

4. KNOWLEDGE, SKILLS AND EXPERIENCE

· Degree or diploma in Accountancy. Knowledge in International Billing System (IBS) and accounts receivable. Computer literate – MS office.

· Organises tasks and time thoroughly. Completes paperwork conscientiously. Pays attention to detail. Is methodical in approach to work.

· Negotiates assertively. Can convince a wide range of people. Is influential in

Meetings and on the telephone. Gains commitment to suggestions.

· Produces easily understood, accurate written work. Adapts style to suit a wide range of purposes. Communicates clearly on a one-to-one or group basis.

· Analyses difficult account problems to identify the causes and suggest solutions. Interprets financial information accurately.

· Maintains performance under pressure. Reacts positively to changing demands and situations. Is resilient.

· At least two years DHL experience, to include familiarisation with the International Billing System (IBS). Accounts Receivable knowledge. Experience in handling sales ledgers, customer interface.

Prepared By:

Name of job holder

Query Handler

Verified By:

Name of job holder

HR Recruitment Manager

Approved by:

Name of job holder

Chief Financial Officer

Signature:

Signature:

Signature:

Date:

Date:

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